3.10 | Flexible Work Arrangements

A. Purpose
The purpose of this policy is to provide guidelines for establishing and managing possible flexible work arrangements, which include: (1) flexible work schedules, and (2) flexible work locations for full-time staff.

 

B. Policy Statements
As a student-centered university and academic community, Sampoerna University’s primary mode of delivering exceptional education and services, as well as conducting administrative functions is on-site and in-person. The University also recognizes that under certain limited and generally exceptional circumstances, allowing flexible work arrangements may support the recruitment and retention of highly qualified employees, allow the University to meet specific strategic business and operational needs more effectively, and/or allow the University to fill positions intentionally established as flexible.

Decisions regarding the viability of flexible work arrangements must consider the University’s mission and those we serve. Flexible work arrangements may be appropriate for some employees and some jobs, but not all employees and all jobs. A flexible work arrangement is not a right of employment and will not be available to all employees. Flexible work arrangements will only be offered (generally on an exception basis) in some university divisions where business and operational needs will not be adversely impacted and/or may be enhanced by the flexible arrangement. The University’s approach to flexible work arrangements will be reviewed annually, including reporting on the positions and employees approved for flexible work and an analysis of the impact to operations. This policy is subject to change based on the assessment of its impact on the needs of campus stakeholders.

 

C. Decision-Making Authority
Deans and Division Heads are charged with ensuring that the SU campus remains a student-centered academic community that fosters quality, in-person engagement among faculty, staff, and students whenever possible and appropriate. As such, Deans and Vice Rectors should factor this expectation into all decision-making when considering flexible work arrangements. Deans and Vice Rectors will have the sole discretion to approve a flexible work arrangement for employees in their areas without right of appeal by the employee. Deans and Vice Rectors, in consultation with Human Resources, may modify or terminate the flexible work arrangements early (before the end of the specified term). The employee may also terminate the flexible work arrangement, unless it was a condition of employment, with sufficient notice to their respective Dean or Vice Rector.

Deans and Vice Rectors will evaluate positions and employees using a flexible work arrangement process. Nothing in this policy requires a Dean or Vice Rector to approve a position or employee for a flexible work arrangement. Deans and Vice Rectors have the authority to require a new employee to work a standard schedule (8am to 5pm, Monday to Friday) at the primary work location (SU Campus or affiliated site) for a specified period before being considered for a flexible work arrangement. Flexible work arrangements should always support a level of performance equal or superior to a traditional onsite arrangement. The decisions of the Deans and Vice Rector’s on this matter are final.

Deans and Vice Rectors may establish remote work as a condition of employment based on business needs (i.e. student recruiters outside Jakarta, faculty hired based on unique factors to teach online).

 

D. Eligibility
Several factors will be used when considering the feasibility of flexible work arrangements for full-time, exempt staff. Campus, students, and workforce needs must be the primary and first considerations. Other factors to consider should include, but not be limited to, the:

• • position’s job duties;
  • need for in-person interaction with students, faculty, staff, parents, alumni, clients, vendors, government organizations, or customers;
  • position’s ability to be performed independently of others with minimal need for support;
  • ability to measure by quantitative and/or qualitative means or results-oriented standards;
  • employee’s most recent performance review rating of “meets expectations” or higher;
    employee’s conduct;
  • remote location allows the employee to report to the office within a reasonable period of time, if needed;
  • supervisor’s ability to manage the employee effectively;
  • supervisor’s ability to ensure the office is adequately staffed and physically open for business during normal operating hours; and
  • ability to ensure the arrangement can comply with applicable government regulations.

 

E. Flexible Work Arrangements

1. Flexible Work Schedules
   A Flexible Work Schedule describes a recurring adjustment to an employee’s schedule. Such revised schedules must align with the operational needs of the position and the unit and allow for appropriate oversight of employee work assignments. Managers must ensure that they can provide adequate supervision for work that is performed outside of the standard workday. During weeks in which a holiday falls, or at any other time required by a supervisor, any employee approved for a flexible work schedule may be required to work a standard schedule. A Flexible Work Agreement must be completed regarding the granting of a flexible work accommodation.
2. Flexible Work Locations
   A flexible work location is an approved work location other than the traditional, on-site arrangement. This adjustment to an employee’s primary worksite may be either short-term or recurring. Positions with regular in-person interactions with students, faculty, staff and other stakeholders will generally not be eligible for flexible work locations.Flexible work locations are to be used for work arrangements lasting longer than six weeks that authorizes an employee to perform their regular job duties from an off-campus location. Approval for remote work should only be approved in situations where mission-critical needs must be met and other viable options do not exist or are significantly limited. Remote location approvals are expected to be used strategically and generally only in exceptional circumstances. The duration is until further notice or until the expiration of the agreement. Employees granted a flexible working location schedule may be required to come to campus for meetings on a regularly scheduled basis, as well as any other times business needs dictate. Employees are to ensure that they can be available promptly when such an occasion arises. A Flexible Work Agreement must be completed regarding the granting of a flexible work accommodation.
3. Flexible Work Agreements
   HR should be consulted regarding all requests for Flexible Work Arrangements. HR will facilitate the completion of the Flexible Work Agreements that will document accommodation granted by Deans and Vice Rectors to their employees.

 

F. Conditions

1. Except where a position has been established as an off-campus position (i.e. student recruitment, fundraising, field-based teaching/service, etc.), each employee will be assigned an on-site work location. Employees approved for remote work under this policy are expected to be able to report to their primary work location within a reasonable time when directed due to operational needs and/or changes to or revocation of their Flexible Work Agreement.
2. Employees working remotely are not eligible for reimbursement of travel expenses when traveling between their off-site work location and the on-site work location, except where the position has been established as an off-campus location.
3. Performance is a key consideration when evaluating a request for a flexible work arrangement. For an arrangement to be considered, an employee must meet all performance and conduct expectations for their role, having a performance review rating of “meets expectations” or higher on the most recent evaluation.
4. An employee approved for a flexible work arrangement must be available and accessible during hours appropriate for the role as determined by the supervisor. Flexible work arrangements are not intended as a substitute for childcare of dependent care. Employees are expected to plan for child and/or dependent care as needed and appropriate to be fully present, responsive, and professional during regular business hours. Employees approved for a flexible work arrangement will request, take, and report leave in accordance with existing SU policies.
5. The University will not be responsible for costs incurred by the employee in the use of their homes as a remote work location. Employees should use University-issued equipment and materials whenever possible. Standard employee fees, insurance premiums, and withholding taxes are not adjusted because an employee is working under a flexible work arrangement.
6. Personal computers and other related digital equipment should not be used to process, transmit, or store restricted or sensitive information unless the employee is utilizing remote desktop access to University-owned equipment through University VPN services. Employees using personal devices to connect to the SU VPN should have up-to-date antivirus software running on their devices.
7. Employees must follow the provisions of the Technology Use Policy while performing their job duties, regardless of their work location. The same network and security monitoring tools and appliances in use at the University will be used to monitor and protect remote work sessions.
8. Employees must safeguard all confidential University information used or accessed while performing job duties, regardless of their work location.
9. A Flexible Work Agreement is required for an employee approved for a Flexible Work Schedule or Flexible Work Location. The employee:
   • Must sign a Flexible Work Agreement;
   • 2. Agree to continue to meet the same performance expectations and the University’s Standards of Conduct; and
   • 3. Must maintain work hours, duties, and responsibilities consistent with their role.
10. Flexible Work Agreements will be subject to review on an annual basis. An earlier review may be necessary when there are organizational or supervisory changes. Existing flexible work arrangements are subject to this policy upon renewal.
    As with traditional work arrangements, employees approved for a flexible work arrangement under this policy are required to comply with all SU policies.

G. Definitions

1. Flexible Work Agreement: The agreement that outlines the flexible work arrangement for an individual employee signed by both the employee and their respective Dean or Vice Rector.
2. Flexible Work Arrangement Review Process: The process used by the Dean or Vice Rector and Human Resources to evaluate the feasibility of a flexible work arrangement.
3. Flexible Work Location: An approved work location other than the traditional on-site arrangement.
4. A recurring adjustment to an employee’s schedule.
5. Workweek: Sampoerna University’s official workweek is 8am to 5pm, Monday to Friday.

3.10.1 | Training and Development

1. Policy: It is the policy of Sampoerna University to provide faculty and staff training and development opportunities within the availability of funds. Such development will be aimed at the needs of the individual employee and the University. Education and training will be offered to improve personal and professional skills and to prepare for assuming jobs of greater responsibility.
2. University funds may be used to support the following areas of training and development:
   • In-Service Training Programs: Training which is provided within Sampoerna University to support the continued professional and personal growth of all employees in their work. Special training emphasis is made in the areas of excellence in teaching and learning (CETL), service excellence, communication, business/financial operations, and effective management. These training programs are designed to enhance employee’s skills, to develop additional work capabilities, or to increase his/her level of competence.
   • External Professional Development Programs: Education or training authorized by the University for selected employees. This may consist of workshops, seminars, institutes, training sessions, college courses and other special programs or activities offered outside the University. Employees approved to attend external professional development programs may be granted full-pay, staff development leave to participate. Course fees and travel reimbursement are subject to budget availability.
   • College Degree Program: Provides selected employees college level (graduate or undergraduate) training leading to a degree in a field specifically required by Sampoerna University; thereby enabling the University to operate more effectively and efficiently. Support may include full or partial tuition coverage depending upon budget availability.
3. The following individuals are authorized to approve participation in the training and development programs:
   • In-Service Training Program: Immediate supervisor
   • External Professional Development Program: Dean or Vice Rector.
   • College Degree Program: Dean or Vice Rector. This benefit also requires the approval of the President.
4. d. Training and Professional Development Responsibilities:
   • Supervisors and Managers: Training and professional development is the responsibility of every supervisor and manager at all levels. Supervisors and managers are responsible for:
     • Providing employees with on-the-job training in the proper performance of tasks.
     • Providing a climate in which training and professional development of employees is encouraged.
     • Integrating an employee’s growth and development needs with the goals and objectives of the unit and the University.
   • Human Resources: The Human Resources Department will:
     • Establish, administer and coordinate training and professional development for staff.
     • Develop programs which support the University’s vision, mission and goals and the continued growth and education of faculty and staff.
     • Review and approve training programs open to the University community.
     • Monitor training programs and provide assistance to departments as resources allow, particularly in regard to In-Service Training.
     • Maintain University training records and files.